Program Support Assistant

Full Job Description

This position is located within the Pathology and Laboratory Medicine Service, VAMC Martinsburg, West Virginia, and is the primary administrative transcription support for the department.

The incumbent of this position also provides support within the Pathology and Laboratory Medicine Service and will also be called upon by the Chief of Pathology and Laboratory Medicine Services, Laboratory Manager, Administrative Officer, and Supervisors to assist with projects.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of procedural or factual nature.

Advanced knowledge and skills in operating computer software, to include the ability to extract information from one document into another, format text, merge documents; track finances, and prepare reports.

Knowledge of administrative concepts, principles, and practice sufficient to perform duties independently.

Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring to the supervisor.

Maintains a variety of files for administrative and professional activities For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

The purpose of the work is to provide administrative/transcription and management support to the Pathology and Laboratory Medicine Services, to include but not limited to data compilation and collection, preparation of reports, program support and administrative assistance.

Based on a good working knowledge of the organization under the supervisor's guidance the incumbent resolves problems associated with administrative and transcription work of the program.

The incumbent provides a complete range of program support which includes customer service coordination, data compilation and collection, transcription of pathology reports, monitors and compiles data from local facility to meet the goals and program guidelines for the service.

Duties include but are not limited to: Administrative Assistance for Anatomic Pathology Case Management: 50% Provides assistance to professional and other staff members.

Performs proficient clerical and transcription support ensuring appropriate administrative processes are maintained. Maintains accurate paper and electronic files of cases.

Compiles regular and special reports including minutes when requested. Retrieves and files slides/blocks.

Receives specimens into the lab and verifies all patient information is correct on specimens, logs, dates, ad time stamps SF515, in addition to placing specimens in the appropriate area for grossing Performs transcription for two Staff Pathologist and Section Chief.

Processes accessions cases. Creates work orders. Maintains accurate paper and electronic files of cases. Scans repots into Vista Imaging. Inputs supportive documentation in Vista.

Patient Tracking/Data Base Maintenance: 25% Responsible for tracking of all veteran patient anatomic referrals.

Maintains and manages databases which contain a wide variety of Veteran specific information.

Ensures that all information is up to date and complies with routing reports which are required by VISN and the Medical Center Director.

Performs a variety of administrative duties, including but not limited to assisting with supplies, inventory, coordination of events, maintain records, arrange contractor visits, telephone coverage, arranging government transportation and various other administrative duties.

Data Collection & Tracking Support: 15% Performs work involving the collection, compilation and/tracking of data and statistical information in support of the organizations program operations.

Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Assists in basic analysis of data and generates a variety of reports.

Coordinates incoming data from a variety of sources. Reviews documents, reports and ensures data entry is complete and accurate.

Prepares reports, including patient reports, to assist with compliance monitoring for completion of the Pathology and Laboratory Medicine Services which are reported to the facility as well as network leaderships.

Correspondence Preparation- 5% Prepares, composes or reviews correspondence prepared for the purpose of obtaining or supplying information.

Coordinator int he preparation of policy memoranda and other correspondence generated within the Pathology and Laboratory Medicine Services.

Performs all necessary clerical/administrative functions for the smooth operation of Pathology and Laboratory Medicine Services.

Maintains Appointments, Calendars, Meeting Minutes and Schedules: 5% Schedules appointments for potential interview candidates, facility tours, maintenance work, and board appointments for Staff Pathologist.

Coordinates meeting and/or conference.

Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently.

PERFORMS OTHER RELATED DUTIES AS ASSIGNED Work Schedule: Monday - Friday; 9:00AM - 5:30PM Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD251650 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized